Winzer Corporation 1 Revision: 4.0

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1 Table of Content Section 1: Getting Started Overview... 2 Section 2: Installation Overview Install CD / Start.exe Welcome Screen Device Selection Auto or Industrial Data Ready to Install Computer Restart... 6 Section 3: Starting TekTrak Winzer TekTrak icon Welcome Screen Exiting TekTrak... 8 Section 4: Initial Setup Company Information Technician Names Automotive versus Industrial Screen Importing Previous Version of the TekTrak Data Section 5: Inventory Working with Inventory Import from Winzer Entering Items Manually Section 6: Palm Usage Loading / Reloading Palm Software Battery Maintenance Section 7: Inventory Adjustments Add Inventory Receipts or Adjust Item Quantities Section 8: Navigation Main Screen Menu & Tabs Section 9: Repair Order New Order Close the Order Print an Invoice Reopen an Order Section 10: TekTrak Reports Repair Order Reports Inventory Reports APPENDIX A Installation Instructions APPENDIX B Symbol P370 Phaser Winzer Corporation 1 Revision: 4.0

2 Section 1: Getting Started 1.1 Overview Winzer s TekTrak Inventory Management System is an Inventory Tracking and Cost Recovery application that helps monitor and manage your small parts inventory. In addition, TekTrak is a tool to help repair facilities receive reimbursement from Insurance companies through the use of various reports. Use the built-in reports and queries to monitor and manage your inventory. The power of TekTrak is to turn expenses into profits, choose a configuration that suits your business. Having an inventory management system prevents waste, facilitates recording and prevents stock-outages that disrupt your operations. TekTrak provides an efficient way to track inventory in just a fraction the time it would take to count and monitor the items manually. Plus, using a palm pilot or scanner provides accurate information and allows for rapid reporting. The aim of TekTrak is to maintain inventory in a variety of business environments through the combination of using TekTrak inventory management program for your PC or network with barcode data collection on a portable data terminal. Ideal for small to mid-sized inventory, TekTrak effectively monitors your physical inventory. Powerful built-in utilities support a considerable feature set. TekTrak has several features and benefits. Listed below are a number of the benefits & features available: One installation program Easily reload Palm application Risk-free upgrade Ability to delete Repair Orders External interface options Ability to delete items from Palm Symbol Palm Pilot support Direct link to customer support TekTraker Palm application Direct link to documentation Single application on Palm Pilot Enter up to 32 Tech Names / #s Repair Order Features Customer Information Repair Order Number Make/Model Information Detail of Small Parts & Cost Tracks multiple RO s Print out on-demand Auto deduction from inventory Inventory Features On-hand quantities Your cost Reorder point Location Generates inventory reports Add or delete items Winzer Corporation 2 Revision: 4.0

3 TekTrak Software & Support Materials Part No. Description TekTrak & Palm Pilot Kit on CD (Kit contains CD, barcode brochure, user guide, installation guide, installation card and technician barcode sheet TekTrak Brochure TekTrak User Guide TekTrak Installation Guide TekTrak Installation Card TekTrak Installation Card (Spanish) TekTrak Requisition Pad (50 pages per pad) TekTrak Accessories Description Part No. Palm Pilot & Case Hot Sync Cradle Port Cradle Serial Hot Sync Cable Protective Rubber Case Pen Set Technician Barcode Sheet Symbol P370 Phaser Symbol Rechargeable Palm Pilot Contact Winzer Contact Winzer For support on TekTrak 4.0, please call Winzer at Please be sure to read the Installation Instructions prior to installing the TekTrak Inventory Management System. (See APPENDIX A). Section 2: Installation Overview 2.1 Install CD / Start.exe After you insert the TekTrak install CD if the program does not start automatically, double click on the Winzer TekTrak-4.0-Setup icon. After the installation program begins, next you will see a Welcome screen. Winzer Corporation 3 Revision: 4.0

4 2.2 Welcome Screen The Welcome screen will appear only momentarily. Following the Welcome screen you will be asked a series of questions that will customize the program for your specific needs. Next select the external device that will be used, if any. 2.3 Device Selection Select the desired external device. No External Device Symbol Palm Pilot Symbol Phaser Generic USB Scanner Winzer Corporation 4 Revision: 4.0

5 Click Next, and then select which industry the TekTrak Inventory Management System will be mainly used within. 2.4 Auto or Industrial Select your company s industry area: Automotive Industrial Click Next, and then select if you are installing the program on a local computer or network. 2.5 Data Select where you would like to install the program: This machine only. Put the database on server (initial network install) -Or- Connect to Winzer TekTrak database on my network. Winzer Corporation 5 Revision: 4.0

6 Click Next, then the customized program will be ready for you to download. 2.6 Ready to Install After you have selected all your options, the customized program will be ready to download and complete the installation process. Click Next, then you will be prompted to restart your system before the installation process completes. 2.7 Computer Restart Please be sure to read the Installation Instructions prior to installing the TekTrak Inventory Management System. (See APPENDIX A). Select to: Yes, restart my system now, -or- No, I ll restart later. Then select Finished. See APPENDIX A for Detailed Installation Instructions. Winzer Corporation 6 Revision: 4.0

7 Section 3: Starting TekTrak 3.1 Winzer TekTrak icon After the program installation has completed, there will be a Winzer TekTrak icon available on your computer desktop. Double-click the Winzer TekTrak icon to open the TekTrak program. Next the Welcome screen (with the Warranty & License information) will appear. 3.2 Welcome Screen The Welcome screen contains important Warranty and License information, please read the information carefully before you continue. Click Continue to open the TekTrak program. Winzer Corporation 7 Revision: 4.0

8 3.3 Exiting TekTrak There are three different ways to exit the TekTrak program. You can exit by using File from the main menu and select Exit. Also, you can use the exit icon located just below the menu bar or the quick exit in the top right hand corner. -or- -or- Section 4: Initial Setup 4.1 Company Information Winzer TekTrak provides a useful customization which allows you to specify the company information to be used. Also, it allows you to print Company information on materials printed from TekTrak. Select "Company Information" from the "Options" menu to enter your company information and choose appropriate options. Winzer Corporation 8 Revision: 4.0

9 About Your Company - This information customizes your Winzer TekTrak. Also, your company information will be used when printing out invoices. Print order on... - Set this option based on the type of paper you choose to use when printing (Blank page or Letterhead). Mark-Up Percentage - Enter the percentage you would like applied to the cost of any item used on Repair Orders. Delete orders older than days - place a check in the option box and specify the number of days by which an order must age before being automatically deleted from your Winzer TekTrak database. This setting is handy if you are generating a significant amount of repair orders and need some housecleaning performed. After all pertinent Company information has been entered, click OK. 4.2 Technician Names To open the Technician List select "Technician List" from the "Options" menu. Winzer Corporation 9 Revision: 4.0

10 Winzer TekTrak allows up to 32 different technicians to use within the application. By specifying names for your technicians, you can track Repair Orders much easier. Track your technicians by name when you enter that information into the Technician List screen. Edit those names at any time and the information will reflect on all Repair Orders. 4.3 Automotive versus Industrial Screen Basically the Automotive and Industrial versions of TekTrak are essentially identical, the only difference is that the Automotive opens / processes a Repair Order (for tracking Automotive Repairs and/or Supplies), where as the Industrial (for tracking Maintenance, Repairs & Operations) opens / processes a Work Order. The choice that was made during the installation setup dictates which version of the program is available, either Automotive or Industrial. For Automotive you will enter the information through a Repair Order (see section 5.3.1). For Industrial you will enter the information through a Work Order (see section 5.3.2) Automotive Repair Order Select New to create a new Repair Order. Enter the following information: Customers Last Name & First Name Address City, State & Zip Year, Make & Model Order No. Choose Technician (Number / Name from dropdown menu) Items can be added by using the Add Item or Delete Item icons. (Note: Items will need to be in inventory or added first, see Section 5.) Winzer Corporation 10 Revision: 4.0

11 Use the arrow buttons to move through your complete listing of Repair Orders. You can start a new order at any time by using the "New" button. Orders can be closed / reopened by using the corresponding button. Track your technicians by name when you enter that information into the Technician List screen. Edit those names at any time and the information will reflect on Repair Orders (see Section 4.2). As the Repair Order is built, the order Total will populate in the Total field. The Status bar at the bottom of the page shows: Status Dated Opened Date Closed Invoice Number Industrial Work Order Select New to create a new Work Order Enter the following information: Equipment ID Facility Location Order No. Winzer Corporation 11 Revision: 4.0

12 Choose Technician (Number / Name from dropdown menu) Items can be added by using the Add Item icon or deleted by using the Delete Item icon. (Note: Items will need to be in inventory or added first, see Section 5.) Use the arrow buttons to move through your complete listing of Work Orders. You can start a new order at any time by using the "New" button. Orders can be closed / reopened by using the corresponding button. Track your technicians by name when you enter that information into the Technician List screen. Edit those names at any time and the information will reflect on all Work Orders (see Section 4.2). As the Work Order is built, the order Total will populate in the Total field. The Status bar at the bottom of the page shows: Status Dated Opened Date Closed Invoice Number Note: Throughout this guide the main term used is Repair Order, but it is often interchangeable with the term Work Order. Winzer Corporation 12 Revision: 4.0

13 4.4 Importing Previous Version of the TekTrak Data If you are a current user of Winzer TekTrak2000, then most likely, you will want to keep the data already stored in your previous program's database. Winzer TekTrak 4.0 provides a utility to import that information for use within the new program. From the "Tools" menu, select "Import TekTrak2000 Database". You will be prompted to choose the location of the TekTrak2000 database. Your TekTrak2000 database will be in one of two locations: 1. In the "Program Files\TekTrak2000" directory 2. On your network (if you are using the Network edition of the software). Simply select the file, "TekTrak.mdb" and the program will do the rest, notifying you with messages as Orders, Order Items and Inventory are imported from the old database. Once finished, TekTrak will refresh the screen to show the updated information. No further action is required. Your old database will still remain in its location until it is either removed or deleted. It is best to leave the database, just in case you need a backup at some point. WARNING: The TekTrak2000 Database import will erase any data currently in TekTrak 4.0, therefore it is strongly recommended that it be used only on the initial setup or only when absolutely needed. Note: Upgrading to Winzer TekTrak 4.0 from Winzer TekTrak2000 Are you a current user of Winzer TekTrak2000? If so, Winzer TekTrak 4.0 makes it easy to upgrade. Follow the instructions on importing your TekTrak2000 database. Both versions of the program (TekTrak2000 & TekTrak 4.0) can run on the same machine. If you are using the Symbol Palm Pilot as an external device, you can only use one version of Winzer TekTraker on the Palm, so it is best to upgrade from the old version and continue with the new. Winzer Corporation 13 Revision: 4.0

14 Section 5: Inventory 5.1 Working with Inventory From the Inventory tab, you can manage the entire inventory available for use on Repair Orders or Work Orders. Item Number, Item Description, Item Cost, Quantity, and List Cost are required entries. You can set the Override Price and Reorder points to help you better manage cost recovery for items. Use the arrows below the grid to navigate through a long list of inventory items. You can add to your inventory at any time by importing text files of inventory items, or by clicking the "Add Item" button, which will create an empty row within the Grid that can be populated with new data. The item information can be edited at any time. You cannot delete an item that is currently being used on a Repair Order, no matter what the status of the order. Winzer Corporation 14 Revision: 4.0

15 5.2 Import from Winzer Purchase History of products can be exported from Notes & Bolts. Import from Winzer option allows you to pull in products exported from Notes & Bolts. Browse to the file that contains the data that was exported from Notes in order to import that data into TekTrak. 5.3 Entering Items Manually To enter an item manually, click in the part number field (use a blank field or a new field at the bottom of list) and type in the information. Click on the "Add Item" button, to create an empty row where a new item can be added. Use Tab to move to the next column and to enter the item description, item cost, list cost and quantity. You can set the Override Price and Reorder points to help you better manage cost recovery for items. Winzer Corporation 15 Revision: 4.0

16 Section 6: Palm Usage 6.1 Loading / Reloading Palm Software If you are using the Symbol Palm Pilot (optional) with the Winzer TekTrak application, then you will be using the "TekTraker" application, which runs on the Palm Pilot. The application installer will prompt you to install the TekTraker application when installing Palm support for Winzer TekTrak, but you may also at some point need to reinstall the TekTraker application to the Palm. Reasons for reinstalling can include dead batteries in the Palm as well as possible TekTraker data corruption. No need to panic if you run into trouble - Winzer TekTrak allows you to easily reinstall the TekTraker application at any time. This reinstall will erase any data currently in TekTraker, so please only use this feature when needed. Access the reinstall from the TekTrak menu and select Refresh Palm App : The refresh / reinstall window will appear: Winzer Corporation 16 Revision: 4.0

17 Simply select the Palm Pilot user (most likely "winzer") and click "Install". TekTraker will install on the Palm Pilot through the next HotSync. 6.2 Battery Maintenance The batteries for the Palm Pilot require some careful observation and occasional maintenance in order to be managed efficiently. If the batteries are allowed to run down completely on the Palm Pilot, the software will have to be reloaded and all unsynchronized information will be lost (to reload Palm software see Section 6.1). This can depend on how long the Palm is left dead before new batteries are installed. There is a large battery icon on the Palm that lets you know the status of the battery life. Usually, the scanner will not operate if the battery is low, so that is a good indication of when the batteries need to be replaced. Otherwise, if the Palm shows to be 90% empty (as indicated by the icon), the batteries should replaced. Section 7: Inventory Adjustments 7.1 Add Inventory Receipts or Adjust Item Quantities Inventory can be edited at any time, to Add Receipts or to adjust Item Quantity. To edit inventory, select Inventory from the Menu bar, and then choose Add Receipts. Type in the Item Number or select it from the dropdown list by clicking on the arrow. Adjust the Quantity by using the Qty field. You can use a positive number to indicate receipts or a negative number to indicate loss. Winzer Corporation 17 Revision: 4.0

18 The Inventory Receipts window displays a list of received items until closed. Receipts can be deleted, as well as, added and printed using the corresponding buttons on the screen. When you have finished, click Close. Section 8: Navigation 8.1 Main Screen The Main Area displays the menu bar, tabs and icons which allow you to navigate within the TekTrak program. Some of the icons will execute specific actions. Text fields are available to enter the necessary data. Toolbar Action icons Tabs Navigation Arrows Status bar Winzer Corporation 18 Revision: 4.0

19 You can navigate to any repair order or part number in inventory by using the navigation arrows. 8.2 Menu & Tabs The Menu bar is the key to navigating within the TekTrak program. The menu selections display a dropdown list of options. The key areas are: File Edit Inventory Options Tools Reports Help Figure of Menu bar There are two key Tab Areas (which is where the majority of the order processing will take place): Repair Orders or Work Orders Inventory Use the arrow buttons to move through your complete listing of Repair Orders. You can start a new order at any time by using the "New" button. Orders can be closed / reopened by using the corresponding button. Winzer Corporation 19 Revision: 4.0

20 Track your technicians by name when you enter that information into the Technician List screen. Edit those names at any time and the information will reflect on Repair Orders (see Section 4.2). As the Repair Order is built, the order Total will populate in the Total field. The Status bar at the bottom of the page displays detail of the order status: Section 9: Repair Order 9.1 New Order To begin a new Repair Order ensure that you are on the Repair Orders tab. Click on the New icon. Next enter the following information: Customers Last Name & First Name Address City, State & Zip Year, Make & Model Order No. Choose Technician (Number / Name from dropdown menu) Items can be added by using the Add Item or Delete Item icons. (Note: Items will need to be in inventory or added first, see Section 5.) Winzer Corporation 20 Revision: 4.0

21 Use the arrow buttons to move through your complete listing of Repair Orders. You can start a new order at any time by using the "New" button. Orders can be closed / reopened by using the corresponding button. Track your technicians by name when you enter that information into the Technician List screen. Edit those names at any time and the information will reflect on Repair Orders (see Section 4.2). As the Repair Order is built, the order Total will populate in the Total field. The Status bar at the bottom of the page shows: Status Dated Opened Date Closed Invoice Number Note: Throughout this guide the main term used is Repair Order, but it is often interchangeable with the term Work Order. For the specifics on an Industrial Work Order see Section 4.3. A Palm Pilot can be use to gather and input the repair order data or the data can be entered manually using your computer keyboard, (on using the Palm see section or on using the Keyboard see section 9.1.2) Using the Palm The Palm Pilot is an optional accessory device that may be used with the TekTrak program. The Palm allows you to go remotely anywhere and scan items to add to a repair order and then download that data into TekTrak. Steps for using the Palm: 1. Start the TekTraker program on the palm by clicking the icon. 2. Scan your Technician Number (using the provided laminated sheet - TekTrak Palm Pilot kit). 3. Start a new Repair Order, or choose an existing Repair Order (one that has not been synchronized) from the list. 4. Scan product/quantity for items to add to the Repair Order. 5. Synchronize the Palm with TekTrak. If the Repair Order exists in TekTrak and is not closed, it will just append items. If the order is closed, the user will be presented with the option to reopen the closed order and add the items, or start a new order (order number provided by TekTrak) and add the items to that Repair Order. Winzer Corporation 21 Revision: 4.0

22 9.1.2 Using the Keyboard The keyboard can be used to manually enter items into a repair order. To enter items manually see Section Close the Order To close a Repair Order, click the "Close" order can be reopened by clicking the "Reopen" button. Once an Order is closed, the button. 9.3 Print an Invoice An Invoice can be printed directly from a Repair Order. To print an Invoice, select "Print Invoice" from the File menu. An Invoice Selection window will appear: If you were in a Repair Order prior to selecting to print the invoice, the number will be available automatically and therefore you need only to click OK. You will have a choice to print One Invoice Only or All Invoices. If you want to print a specific Invoice just enter the desired order number, or select to print All Invoices. Next click OK. Winzer Corporation 22 Revision: 4.0

23 9.4 Reopen an Order Once an order is closed it can be reopened by clicking the "Reopen" button. Just navigate to the repair order using the arrow buttons above the detail area and click the reopen button. Section 10: TekTrak Reports Winzer TekTrak contains various reports which you may use to better manage inventory and cost recovery. Reports can be accessed by selecting the "Reports" from the main menu: The TekTrak reports that are available can help you monitor and manage small parts inventory and recoup product costs. The built-in reports and queries available include the following: - Repair Order Summary Detail - Inventory Listing Reorder Usage Winzer Corporation 23 Revision: 4.0

24 All reports can be viewed or printed. To print a report, select the print report screen. icon from the 10.1 Repair Order Reports Two reports are available for managing your Repair Orders. The "Summary" report and the "Detail" report: The Repair Order Reports can be accessed by selecting "Reports and Repair Order" from the main menu. The two Repair Order reports available are: Summary Detail (For the Repair Order Summary report, see section and for the Repair Order Detail report, see section ) Summary The "Summary" report allows you to select a date range and orders by status (Open, Closed or All), and then view the summary of items on orders. A report criteria window will appear where you can enter the date range and order status to customize the report. Also, you can choose to create the report by an individual Technician if desired. Winzer Corporation 24 Revision: 4.0

25 Enter report criteria: Beginning Date Ending Date Order Status o All Orders o Closed Orders o Open Orders Technician (optional if the report is needed by technician place a check in the Select Technician option box & select technician from the dropdown list) Sample Order Summary Report To print the report, select the print icon from the report being viewed Detail The "Detail" report allows you to select a date range and orders by status (Open, Closed or All), and then view the item detail across all of the selected orders. A report criteria window will appear where you can enter the date range and order status to customize the report. Also, you can choose to create the report by an individual Technician if desired. Winzer Corporation 25 Revision: 4.0

26 Enter report criteria: Beginning Date Ending Date Order Status o All Orders o Closed Orders o Open Orders Technician (optional if the report is needed by technician place a check in the Select Technician option box & select technician from the dropdown list) Sample Order Detail Report To print the report, select the print icon from the report being viewed Inventory Reports Listing The Inventory Listing Report allows you to view all the inventory items, balances and reorder statuses. The following inventory information is available: Winzer Corporation 26 Revision: 4.0

27 Item Numbers Descriptions On Hand Quantities Reorder Points Cost for each item Items Total Total Costs Sample Inventory Detail Listing Report To print the report, select the print icon from the report being viewed Reorder The Inventory Reorder Report allows you to view pertinent information and monitor inventory quantities to perform reordering in a timely manner. The following inventory information is available: Item Numbers Descriptions Quantities On Hand Reorder Points Total number of items needing reordering Winzer Corporation 27 Revision: 4.0

28 Sample Inventory Reorder Report To print the report, select the print icon from the report being viewed Usage The Inventory Usage Report allows you to see inventory items as they are used in your Repair Orders. Enter a date range and select orders by Order Status (Open, Close or All), and click 'OK' to view the report. A report criteria window will appear where you can enter the date range and order status to customize the report. Also, you can choose to create the report by an individual Technician if desired. Enter report criteria: Beginning Date Ending Date Order Status o All Orders o Closed Orders o Open Orders Winzer Corporation 28 Revision: 4.0

29 Technician (optional if the report is needed by technician place a check in the Select Technician option box & select technician from the dropdown list) Sample Inventory Usage Report To print the report, select the print icon from the report being viewed. For general help with the TekTrak program, choose Contents from the Help menu. For additional support on TekTrak 4.0, please call Winzer at Winzer Corporation 29 Revision: 4.0

30 Winzer TekTrak 4.0 Installation Support: APPENDIX A Installation Instructions MINIMUM REQUIREMENTS: MB disk space - Windows 98, 2000, XP x 600 minimum resolution Installation Instructions: BEFORE INSTALL: o Make sure you have "Administrator Rights" on the target PC (Windows 2000 and XP users) o For network installs, you must first install the application for one of the users and place the database on the network during that first install. From there, you can select the database on the network for subsequent users. o An external device is not required to use Winzer TekTrak. Select the appropriate option during install. o Palm Pilot users: Exit the TekTrak install program if it begins automatically. Open My Computer and navigate to the TekTrak CD in the CD-ROM drive. Locate the "PalmDesktopSetup.exe" file. Double-click this file and install Palm Desktop on the machine. Skip setting up "mail settings" during this install. Continue the installation of Winzer TekTrak as outlined below. o Symbol Phaser users: Drivers for the MCL Link USB Serial Key will be installed during Winzer TekTrak installation. Please do not attach the USB key until installation is complete. INSTALLATION: 1. Close any running programs and insert the TekTrak Install CD. Setup should start automatically. 2. If installation does not start automatically, double-clicking the "Winzer-TekTrak-4.0- Setup.exe" file on the installation CD will start the installation program. 3. Select the desired external device (Palm, Symbol Phaser, USB Scanner) if needed. 4. Select the network setting (if needed). 5. Proceed with installation. The machine will reboot after installation is complete. Winzer Corporation 30 Revision: 4.0

31 APPENDIX B Symbol P370 Phaser Using the Symbol P370 Phaser The Symbol P370 Phaser allows wireless, real-time updates to TekTrak repair orders within an approximately 30 ft. range from the base station of the P370 (part P470). Steps for using the Phaser: NOTE: At any time, to reset the Phaser due to product scan error or bad quantity scanning, press the "FUNC" button followed immediately by the "*" (star or asterisk) button on the Phaser keypad. You will not lose any data in the TekTrak software by resetting the Phaser. 1. Start the TekTrak software. TekTrak will automatically start an external program, "MCL Link", on the PC as well. MCL Link is required for Phaser communication. 2. Enter and save a new Repair Order, or make sure the Repair Order you wish to work with is at "Open" or "ReOpened" status. Close repair orders cannot be used. You must have at least one open or reopened order, matching your Technician Number, in TekTrak to use the Phaser. 3. Holding the Phaser, press the button with your index finger and scan your Technician Number using the provided scan sheet. Your Tech number must have an open or reopened order associated with it. 4. The Phaser will automatically retrieve any available Repair Orders, using your Tech Number, from the TekTrak program. If you have multiple orders available, use the "Arrow Up" and "Arrow Down" buttons on the Phaser keypad to navigate to the Repair Order with which you wish to work. 5. When the desired Repair Order appears in the Phaser display, press the "ENTER" button on the Phaser keypad. This will activate the order. You are now ready to scan a product and quantity. 6. Scan a product barcode. You will hear a beep to acknowledge the scan. 7. Scan or punch in a quantity (using Phaser keypad). 8. The Phaser will automatically send the data to the TekTrak software once the quantity has scanned or has been keyed. Any mistakes you make along the way can be resolved by either resetting the Phaser or deleting the items from the TekTrak program. When finished, return the Phaser to its cradle for recharging. There is no need to exit the Phaser program. This will occur automatically after a period of non-use. Please call us at if you ever need any help installing or using Winzer TekTrak. You may also visit us on the web for more information or assistance. Winzer Corporation 31 Revision: 4.0